IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725JOHN J, KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 2206<>-6221 

July 15, 2014 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

CONTRACT ADMINISTRATION PRC MEMBERS 

FINANCE PRC MEMBERS 

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Standards (ADC) 

1121 , Wide Area Workflow (WA WF) Update to Permit Multiple Product/Service 

Pairs on Receiving Reports and Property Transfer Documents (Supply/Contract 

Administration) 

The attached change to DLM 4000.25, Defense Logistics Management System is approved 

for implementation. The WA WF Program Management Office is planning to deploy this change 

in WA WF Release 5 .6, targeted for August 1, 2014. 

Addressees may direct questions to the DLMSO points of contact: Ms. Ellen Hilert, DOD 

MILSTRIP Administrator, 703-767-0676, DSN 427-0676, or e-mail: Ellen.Hilert@dla.mil, or Ms. 

Heidi Daverede, DOD MILSTRIP Alternate, 703-767-5111; DSN 427-5111 or email: 

Heidi.Daverede@dla.mil. Others must contact their Component designated representative 

Attachment 

cc: 

ODASD(SCI) 

ODASD DP AP (PDI) 

WAWFPMO 

Director 

Defense Logistics Management 

Standards Office 

Federal Recycling Program 0 Printed on Recycled Paper 
Attachment to ADC 1121

Wide Area Workflow (WAWF) Update to Permit Multiple 

Product/Service Pairs on Receiving Reports and 

Property Transfer Documents

1. ORIGINATOR:

a. Submitting Service/Agency: ODASD Defense Procurement and Acquisition Policy 

(DPAP) Program Development and Implementation (PDI)

b. Functional POCs: U.S. Marine Corps

2. FUNCTIONAL AREAS:

a. Functional Areas: Inventory Management, Auditability, Anti-counterfeiting

b. Functional Processes: Shipment Tracking and Visibility of Vendor Shipments

3. REFERENCE: WAWF Engineering Change Proposals (ECPs) 0764 and 0778, Permit 

Multiple Product Service IDs and National Stock Number (NSN) Extracted to IUID Registry

4. APPROVED CHANGE: Significant revisions subsequent to staffing are highlighted in green.

a. Overview of Change: This change will permit up to fifteen (15) “Product/Service ID 

Qualifier” and corresponding “Product/Service ID” combinations (referred to as “product/service 

pairs”) in WAWF 856 transactions. Product/service pairs are used to identify/describe the 

commodity or service under contract as reported on the WAWF Receiving Report (RR), Energy 

Receiving Report (ERR), Reparable Receiving Report (RRR), Purchase Card RR, Property 

Transfer, and DLMS Advance Shipment Notice. 

b. Background: 

(1) The WAWF is a DOD mandated system that allows the vendor to electronically 

submit invoices and receiving reports, and the Government to inspect, receive, accept information,

and pay electronically.

(2) The 856 Federal IC has all LIN Segment fields for product/service pairs marked as 

Used. The DLMS 856 Advance Shipment Notice (ASN) IC, however, has LIN04 – LIN31 marked 

as Not Used. These need to be marked as Used, therefore, a DLMS update is required.

(3) Currently, WAWF permits only one form of materiel identification mapped to the 

Product/Service ID Qualifier and corresponding product/service ID per Ship Notice/Manifest (RR, 

ERR, or RRR). Permitting submission of additional pairs of Product/Service pairs will enable 

capture and transmission of more than one identification data element useful to interfacing systems 

and users.

Attachment, ADC 1121

Page 1
(4) All changes identified for the Federal IC 856 will also be applied to the Federal IC 

857, Shipment and Billing Notice (also known as the COMBO).

c. Change in Detail: Revise WAWF processing, the 856 Ship Notice/Manifest Federal 

Implementation Convention (IC), and the DLMS 856 ASN IC to incorporate the following data 

and business rules. 

(1) Update data fields for 856 X12 transactions inbound to WAWF and 856 UDFs 

extracted from WAWF:

(a) In the HL03 = I (Line Item) loop, allow up to 15 Product/Service Qualifiers and 

ID pairs.

(b) Data elements LIN04 through LIN31 (at 2/LIN/0020) must be marked as used.

(c) Allowable qualifiers will be updated as shown at the enclosure. Duplicate 

Product/Service ID qualifiers will not be permitted per line item.

(2) The following edits will apply:

(a) If the Product/Service ID qualifier is FS (NSN), the Product/Service ID must 

be a minimum/maximum of 13/13.

(b) If the Product/Service ID qualifier is N4 (National Drug Code in 5-4-2 

Format), the Product/Service ID must be numeric.

(c) If the Product/Service ID qualifier is UK (U.P.C./EAN Shipping Container 

Code (1-2-5-5-1)), the Product/Service ID must be numeric.

(d) If the document is not an RRR, mixing product/service pairs for services and 

supplies on the same line item will not be allowed.

(3) The following edits will apply to the product/service pairs for the Mechanization of 

Contract Administration Services (MOCAS) system:

(a) If the payment system is MOCAS and the Supplies/Services Indicator is 

Services, only one Product/Service ID is allowed. The Product/Service ID qualifier must be SV 

and the Product/Service ID must be Services.

(b) If the payment system is MOCAS and the Supplies/Services Indicator is 

Supplies, up to 15 product/service pairs may be entered and the Product/Service ID Qualifier SV is 

not allowed.

(4) The following edits will apply to the Product/Service pairs for DLA Enterprise 

Business System (EBS): If the payment system is EBS, at least one of the following 

Product/Service ID qualifiers is required:

Attachment, ADC 1121

Page 2
• FS – National Stock Number (NSN)

• IB – International Standard Book Number (ISBN)

• MG – Manufacturer’s Part Number

• N4 – National Drug Code in 5-4-2 Format

• UK – U.P.C/EAN Shipping Container Code (1-2-5-5-1)

• UX – Universal Product Number

• VC – Vendor's (Seller's) Catalog Number

• VP – Vendor's (Seller's) Part Number

(5) WAWF will retrieve up to 15 Product/Service IDs and qualifiers from Electronic 

Document Access (EDA). The vendor will be restricted to submitting 14 Product/Service pairs 

plus a Product/Service pairs for Code FS with the NSN. Where the Vendor does NOT submit 

Code FS they are limited to submitting 14 Product/Service pairs.

(a) If FS (NSN) is one of the qualifier codes in EDA, it must be listed first.

Staffing Note: This rule was established by WAWF although it is not considered X12 compliant. 

The sequencing of recurring data elements at the same X12 position is not intended to be used to 

satisfy functional business rules or functionally significant.

(b) For non-shipment documents, the first valid Product/Service ID and qualifier 

for the pay system provided in the data stream will be populated on the document.

(c) For shipment documents without NSN, the first 14 Product/Service IDs and 

qualifiers provided in the data stream will be populated on the document.

(6) During WAWF receipt processing, if an NSN was not previously entered for a line 

item, receivers will have the ability to enter one NSN on that line item. This applies to all line 

items and is limited to the RR, Corrected RR, Energy RR, RRR, and Property Transfer.

d. Transaction Flow: This change does not impact existing transaction flow.

e. Revisions to DLM 4000.25 Manuals: Revisions to DLMS 856 are shown at the 

enclosure. 

f. Alternatives: None identified.

g. Proposed DLMS Change (PDC) 1121 Staffing Response/Comment Resolution:

Originator Response/Comment Disposition

1. DLA Concur. Noted.

2. Air Force Concur. Noted

3. Army Concur. Noted.

4. Navy Concur.

Initial concern: This PDC may need to be looked 

Noted.

DLMSO Response: This PDC does not change 

Attachment, ADC 1121

Page 3
Originator Response/Comment Disposition

at much more in depth since we are not clear 

about the downstream impact on prevalidation, 

the actual invoice (will the invoice be for 

individual items or rolled up?) and systems that 

track individual items from requisition 

establishment through completion whether they be 

supplied from stock or by procurement.

I would think that you could lose traceability in 

systems that can't support DLMS or that don't 

expect more than one item or service on a 

shipment document or transaction

the current procedures for shipment/invoice 

lines; the multiple "product/service pairs" are 

used to provide additional information about the 

same materiel on the line item. For example, 

the item shipped could be identified by its NSN, 

part number, SMIC, color, and country of 

origin. There are no special rules within 

DLMS/WAWF saying which data elements can 

be used in combination. These are all 

descriptive of the same materiel. Some would 

logically make more sense than others, but since 

these values are all based upon the terms of the 

original contract, the Service would appear to 

have control of the item identification. 

The WAWF concept is different from the 

standard DLMS concept which always requires 

a primary identification and then allows some 

forms of secondary item identification or 

supplemental information. WAWF is requiring 

an NSN when applicable to the contract as the 

first value displayed, but if no NSN is provided 

any combination/order of the codes would be 

acceptable.

5. Marine 

Corps

Concur. Noted.

6. WAWF

PMO

We were implementing an edit whereby the 

Vendor is to be restricted to submitting 14 pairs of 

qualifiers/codes plus a qualifier of “FS” with the 

“NSN.” Where the Vendor does NOT submit an 

“FS” they are limited to submission of 14 pairs as 

opposed to permitting the submission of up to 15 

as stated in 4.c of the subject PDC.

Additionally 4.c.a indicates that the “NSN” will 

be 13/18 in WAWF. However, during the design 

reviews CACI was instructed to make the change 

that where the qualifier is “FS” the field is to be 

limited to 13/13.

ADC is updated to reflect these rules.

5. REASON FOR CHANGE: These changes are necessary to permit additional product/service

pairs on WAWF transactions/documents to assist Services and Agencies with contractor reporting 

of supplies and services. 

6. ADVANTAGES AND DISADVANTAGES:

Attachment, ADC 1121

Page 4
a. Advantages: The following advantages are identified:

(1) Additional product/service pairs on WAWF documents will assist Services and 

Agencies with managing inventory, property, and cataloging.

(2) Additional data on acquired items will assist with anti-counterfeiting measures.

(3) Additional data on acquired items will improve Department auditability

b. Disadvantages: None identified

7. ADDITIONAL COMMENTS TO CONSIDER: Further development/coordination may be 

needed to establish a hierarchy of product/service pairs for transactions directed to DOD systems.

8. ADDITIONAL FUNCTIONAL REQUIREMENTS: Comparable changes must be made to 

the WAWF 857 Shipment and Billing Notice transaction to permit up to 10 values for materiel/ 

service identification. Revise the 857 X12 transaction inbound to WAWF as follows:

a. In the HL03 = I (Line Item) loop, allow up to 10 product/service pairs.

b. Data elements IT108 through IT125 must be marked as used.

9. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: The WAWF Joint 

Requirements Board approved ECP 0714 for development and deployment as part of WAWF 

Version 5.6. Deployment is scheduled for August 2014. 

10. IMPACT: 

a. DLMS Data Elements: This change adds new data elements to the DLMS Dictionary 

(Logistics Data Resource Management Systems (LOGDRMS)) for use in identification of 

supplies. Refer to the enclosure.

Staffing Note: Data element characteristics for new data elements requested from the WAWF 

PMO for inclusion in the DLMS Dictionary.

b. Automated Information Systems (AIS): WAWF will be updated to accommodate 

new data and business rules via direct input or transaction and will provide output to Components. 

Component applications receiving the DLMS 856 should be updated to receive new data content.

c. DLA Transaction Services: The Global Exchange (GEX) must be updated to 

accommodate the additional data.

d. Non-DLA Logistics Management Standards Publications: The WAWF Program 

Management Office will update the WAWF Guides for 856 and 857 to reflect the changes 

identified by this DLMS Change.

Attachment, ADC 1121

Page 5
Enclosure, DLMS Implementation Convention (IC)

Item 

#

Location 856 Advance Shipment Notice

Revision

Reason

1. DLMS Introductory 

Note

Add ADC 1121 to DLMS Introductory note 7:

- ADC 1121, WAWF Update to Permit Multiple 

Product/Service Pairs on Receiving Reports and 

Property Transfer Documents

Identifies DLMS 

Changes included in the 

DLMS IC.

2. 2/LIN02/020

(Used in HL03=I, 

Line Item Loop)

Data Element 235, 

Product/Service ID 

Qualifier

Revise the DLMS notes and add new codes listed below:

Mark Data Elements LIN04 through LIN31 as used.

Product/Service ID Qualifier

DLMS Note:

1. Use in the Line Item Loop (HL03=I) to identify/

describe the commodity or service applicable to the line 

item. Submission of multiple product/service pairs 

enables capture and transmission of more than one 

identification data element useful to interfacing systems 

and users. 

2. Only the following codes are applicable under the 

DLMS.

3. When available, NSN must be provided. When NSN 

is provided, a maximum of fifteen (15) codes may be 

identified per line item using the next available 

product/service pair. When NSN is not provided a 

maximum of fourteen (14) codes may be identified per 

line item.

4. Do not mix services (Code SV) and supplies on the 

same line item.

5. For Navy, at least one of the following codes is 

required: FS, MG, or SW to identify materiel; SV to 

identify a service.

6. For DLA, at least one of the following codes is 

required. For bulk fuels, use only Code FS.

 FS (NSN)

 IB (ISBN)

 MG (Manufacturer’s Part Number)

 N4 (National Drug Code in 5-4-2 Format) (If 

applicable to DMLSS)

 UK (U.P.C/EAN Shipping Container Code (1-2-5-5-1))

(If applicable to DMLSS)

 UX (Universal Product Number) (If applicable to 

DMLSS)

 VC (Vendor's (Seller's) Catalog Number) (If 

applicable to DMLSS)

 VP (Vendor's (Seller's) Part Number)

SV (Service Rendered)

Provides additional 

business rules and 

additional identifiers 

for materiel 

identification

Enclosure, ADC 1121

Page 1
Item 

#

Location 856 Advance Shipment Notice

Revision

Reason

Code Name

A3 Locally Assigned Number

AK Refined Product Code

B8 Batch Number

CG Commodity Grouping

CH Country of Origin Code

CL Color

CN Commodity Name

EF Exhibit Identifier

F7 End-Item Description

F8 Next Higher Used Assembly

FT Federal Supply Classification

IB International Standard Book Number (ISBN)

DLMS Note:

Applicable to DMLSS interface with WAWF. Use to 

identify title or unique edition of product by ISBN.

The ISBN is a variable length alpha numeric code with 

maximum of 13 positions.

IN Buyer's Item Number

KA Engineering Data List

KB Data Category Code

KD Replacement National Stock Number

KF Item Type Number

KG Time Compliant Technical Order

KI Cognizance Symbol

KJ Material Control Code

KK Special Material Identification Code

KL Item Management Code

KM Shelf-Life Code

KN Shelf-Life Action Code

LT Lot Number

MF Manufacturer

MN Model Number

N1 National Drug Code in 4-4-2 Format

N2 National Drug Code in 5-3-2 Format

N3 National Drug Code in 5-4-1 Format

N4 National Drug Code in 5-4-2 Format

DLMS Note:

Applicable to DMLSS interface with WAWF.

ND National Drug Code (NDC)

PD Part Number Description

DLMS Note: Use code PD when the line item cannot be 

identified by using one of the other listed codes. When 

used, describe the item in the associated Product/Service 

ID, DE 234.

PU Part Reference Number

RC Returnable Container Number

SN Serial Number

ST Style Number

Enclosure, ADC 1121

Page 2
Item 

#

Location 856 Advance Shipment Notice

Revision

Reason

SW Stock Number

SZ Vendor Alphanumeric Size Code (NRMA)

TP Product Type Code

UA U.P.C./EAN Case Code (2-5-5)

UE U.P.C./EAN Module Code (2-5-5)

VI Vary Item Product Number

UK U.P.C./EAN Shipping Container Code (1-2-5-5-1) 

DLMS Note:

Applicable to DMLSS interface with WAWF. Use to 

identify the UPC associated with the shipping container 

when the container is purchased on this line item.

UX Universal Product Number

DLMS Note: Applicable to DMLSS interface with 

WAWF. Use to identify medical/surgical products.

VC Vendor's (Seller's) Catalog Number

DLMS Note: Applicable to DMLSS interface with 

WAWF. Use to identify vendor item catalog number.

VP Vendor's (Seller's) Part Number

ZB Commercial and Government Entity (CAGE) Code

Enclosure, ADC 1121

Page 3